Managing Your Email

This document will instruct you on how to manage your email so that you can stay organized. By creating flags and changing the read/unread status, you are able to more easily and effectively manage your email messages.

Flagging Messages

If you receive numerous email messages and cannot immediately respond to them all, you may want to flag certain messages. When you flag a message, a red flag appears next to the message to let you know it needs your attention. You may choose to add only a flag to your message to catch your eye, or you may choose to add comments to a flag for reminders.

Adding Flags

This method allows you to simply add a red flag to a message, with no extra notes or information attached.

From the toolbar, click MAIL

Select the message to be flagged

From the toolbar, click TO DOA red flag appears to the right of the message.

Removing Flags

From the toolbar, click MAIL

Select the message you would like the flag removed from

Click thenext to TO DO » select Clear To Do Flag
The flag next to the message turns gray.

Flagging Messages for Follow-Up

If you receive many email messages and cannot immediately respond to them all, you may want to set up reminders to follow up the messages later. When you create a reminder note, a red flag will appear next to the message with the reminder. This method of adding flags allows you to add notes and deadlines to your flag. These notes and deadlines will be stored as tasks in your Entourage Calendar.

From the toolbar, click MAIL

From the FolderList, select Inbox

From the list of messages, select the message you want to flag

Click thenext to TO DO » select Choose Date...
The Dates and Reminder dialog box appears.

In the Due date text box, type the date you want to follow up by OR
Click the CALENDAR button» select a date

OPTIONAL: To set a reminder,

Select ReminderNOTE: The option is selected when a checkmark appears.

In the Reminder text box, type the date you want to be reminded on OR
Click the CALENDAR button» select a date

To change the time of the reminder, in the Time text box, select the portion of time you would like changed (e.g., the hour) » type the desired timeOR
In the Time text box, select the portion of time you would like changed » use the nudge buttons to select the desired time

Click OK
The dialog box closes and any notes or reminders are saved.

Marking Follow-Up Messages as Completed

In addition to removing the flag from your email message, this method marks the task (which is automatically created when you add deadlines to a flag) as completed in your Entourage Calendar To Do List.

From the toolbar, click MAIL

From the FolderList, select Inbox

From the list of messages, select the flagged message you want to mark as complete

Click thenext to TO DO » select Mark as CompleteA green checkmark appears next to the message.

Close the message
The green checkmark remains.

Removing Follow-Up Flags

This option removes the flag from your email message, but does not mark the task as completed. Refer to Removing Flags.

Changing Message Status

Message status can often serve as a way to organize your email messages. Although Entourage usually automatically updates message status, it is possible for you to change the status of a message manually. Messages can be marked as read or unread. For better organization of your email messages, it may be beneficial to change a message status from read to unread, or vice versa.

NOTE: If you change a replied or forwarded message to unread, the message symbol will change; however, it is still noted in the message that you replied or forwarded the message.

Changing Message Status: Menu Option

From the listing of messages, select the desired message(s)

To mark the message(s) as read, from the Message menu, select Mark as Read
To mark the message(s) as unread, from the Message menu, select Mark as UnreadOR
To mark all of the messages in the mailbox as read, from the Message menu, select Mark All as Read

Changing Message Status: Quick Menu Option

From the listing of messages, press [control] + click the desired message
A Quick menu appears.

To mark the message(s) as read, select Mark as Read
To mark the message(s) as unread, select Mark as Unread